How to Start a Successful Volunteer Program in 5 Steps
Nonprofits rely on volunteers for everything from providing on-the-ground support at
fundraising events to fostering their shelter’s animals. In fact,
Double the Donation highlights that one-third of the American nonprofit workforce is made up of nonprofits.
But in order for your program to succeed, your nonprofit needs to clearly define roles, prepare program leaders,
implement the right technology, and use personalized outreach tactics to recruit promising volunteers.
This guide explores the five steps your organization should follow to launch its program, each with practical tips you can implement today.
1. Define volunteers’ roles and responsibilities.
First, identify specific areas or tasks that your nonprofit needs help with. Get feedback from your team here. What recurring tasks do they struggle to complete? What tasks do they think would have the greatest impact on your mission if you had additional help?
Next, determine which of these tasks are appropriate for volunteers. Volunteers' tasks should be teachable in a single session, mission-adjacent, and measurable with a clear beginning and end (e.g., helping you send out 50 mailers). On the other hand, volunteers should not be critical to daily operations (a volunteer calling out sick should not derail operations), have access to confidential information, or be assigned tasks that require deep operational knowledge.
Once you’ve outlined your core volunteer roles, put together a detailed description of each role that you can share in recruitment materials. Typically, these descriptions include:
- A professional, specific title (e.g., Event Logistics Coordinator)
- An explanation of why this role matters, the impact it will have, and why it is relevant to your mission
- A list of the key responsibilities associated with the role
- The time commitment required, including the expected hours per week or month and the total duration of the commitment (e.g., “this is a three-month initiative”)
- Required (or “nice to have”) skills and qualifications
- Summary of the training and support you will provide
- Work format—is the role remote, in-person, or hybrid?
2. Establish governance and culture.
Prepare your team to manage and lead volunteers. Prevent details from falling through the cracks by appointing staff members to oversee your volunteer management program and ensuring they understand their individual responsibilities.
Typically, the following roles are needed to manage a volunteer program:
- A volunteer coordinator or program manager who is responsible for the overall program strategy, recruitment, onboarding, communications, etc.
- Department supervisors to train and oversee volunteers during shifts
- Volunteer data administrator to manage and analyze volunteer data
- An HR or compliance liaison who will handle tasks like background checks, manage waivers, etc.
Keep in mind that you don’t necessarily need one staff member per role. For example, your volunteer coordinator will likely also be the main point of contact for volunteers to reach out to for questions.
Collaborate with this team to create program rules and guidelines that will support a productive, positive, and respectful work environment. Create a volunteer code of conduct that breaks down guidelines for behavior expectations, attendance, data privacy, representing the organization, safety, and more.
3. Integrate your technology ecosystem.
Managing volunteers can be complicated and time-consuming, especially on a large scale. To recruit, manage, and retain volunteers, you’ll need dedicated volunteer management software. Look for a platform that
offers features like:
- Streamlined registration. Ensure your software makes signing up for volunteer opportunities easy. Convenient features like QR code or GPS check-in can save you time and provide better experiences.
- Automated communications. Automated reminders will reduce no-show rates, ensuring you have the volunteers you need.
- Data management. Your software should be able to store data in individual volunteer profiles and give volunteers a way to track their hours and history. Keep your data organized and secure across different teams or locations with role-based permissions and separate environments for each chapter or location.
- Accessibility. Ensure the platform is mobile-friendly so volunteers can sign up for or check in to opportunities from anywhere at any time.
- Fundraising. Often, volunteers are ready and willing to fundraise on your behalf through peer-to-peer fundraisers. Look for software that supports these fundraisers so they can take action.
To ensure your organization uses its technology effectively, it can help to appoint or hire a technology consultant. These tech experts will evaluate your needs, recommend solutions that meet them, implement the software, and ensure it integrates with your tech stack.
Fíonta recommends performing detailed research, getting recommendations from nonprofits similar to yours, and finding a long-term partner who understands your needs.
4. Recruit volunteers with targeted communications.
Now, you can begin
recruiting volunteers to join your program. Keep these tips in mind to make your outreach more effective:
- Start with current supporters. Explore your database to identify highly engaged, local donors who are likely to volunteer. Send these prospective volunteers targeted messages that lay out your volunteer program’s potential impact.
- Segment your audience. Don’t send one generic recruitment message to everyone on your email list. Instead, segment supporters based on interests, engagement level, age group, and other relevant characteristics. For example, you might recruit volunteers for a specific opportunity or event based on their interests or programs they’ve supported in the past.
- Post “job-style” descriptions. Publish your volunteer opportunities on social media or even professional sites like LinkedIn. This is particularly helpful if you need help from volunteers with specific skills.
Prioritize your website’s
user experience (UX) to ensure users can easily find information about your volunteer program, following basic
accessibility guidelines such as providing an intuitive navigation menu that lists all of the core pages volunteers could need.
5. Collect feedback.
Once you’ve held a few volunteer opportunities, reach out to your volunteers for feedback. When sending thank-you messages following a volunteer activity, attach a request for their thoughts and suggestions. Share surveys to get a quick temperature check, reach out via your
volunteer management system, or, for in-depth qualitative feedback, host focus groups or interviews.
For new programs, understanding your strong points and areas for improvement is crucial. Prompt volunteers to provide constructive feedback by asking them to explain the “why” behind their thoughts and opinions. Integrate valuable pieces of feedback into your program management practices, and follow up with volunteers to show that you care about their opinions.
Wrapping Up
Starting a volunteer program requires significant preparation, but investing time and effort upfront ensures the program runs smoothly post-launch. Show volunteers that you value their contributions by frequently thanking them, requesting their feedback, and ensuring all communications are personalized to their interests and contributions. This makes them feel like a true member of your team, encouraging them to return again and again.
.svg)